Intake Coordinator/Case Manager

Prepares written correspondence to promptly conduct outreach to individuals alleging prohibited conduct under the CSU Non- discrimination policy.

Conducts trauma-informed intake meetings with parties to share information about rights, resources, options, and explain the OEC administrative process.

Assesses and triages reports to determine the most appropriate action, including whether the reported information falls within OEC's purview or requires referral to another campus entity.

Screens reports submitted by phone, walk-ins or through the online incident report process alleging discrimination, harassment, retaliation, or sexual misconduct.

Assesses the immediate safety concerns of impacted parties and assists in the coordination of supportive measures, including but not limited to, no-contact directives, academic and housing accommodations or referral to on/off-campus resources.

Collaborates with campus partners to determine the most appropriate action on matters outside of OEC jurisdiction.

Conducts preliminary investigative work, including assessing reported concerns, providing recommendations, assisting with facilitation, and reviewing referral letters, memorandums, notices, and other documentation for accuracy prior to distribution.

Facilitates informal resolutions as needed.

Interprets and applies applicable laws and University policies to support the timely and compliant implementation of OEC processes and procedures.

Case Management/Reporting

• Manages the case management system, including creating data fields and creating, updating, and closing cases.
• Collaborates with Complaint Resolution Managers to ensure relevant case information, reports, and documents are appropriately organized and maintained, including real-time case updates.
• Creates and monitors case files, ensuring completeness and compliance with internal file retention protocols.
• Reviews and recommends revisions as needed to internal operating procedures for the intake and outreach processes.
• Serves as a primary point of contact for the department on all matters related to the case management system.
• Assists the Associate Vice President & Title IX Coordinator/OHR Administrator in quality control of case data in the appropriate databases.
• Generates clear and concise reports to assist management in identifying and responding to patterns and trends.
• Tracks Clery reportable incidents and submits CSA reports as needed.
• Collaborates with the Clery Coordinator to provide data required for the Annual Security Report.
• Responds to inquiries regarding OEC policies and procedures, case status, complaint and investigation processes, appeals, sanctions, disciplinary proceedings, hearings, and available on- and off-campus resources
• Assists with public records requests by serving as the liaison between the requesting party and OEC; reviewing and redacting documents as appropriate in compliance with FERPA, HIPAA, and other state and federal regulations.

Investigative Support:

• Attends interview meetings with Investigators to accurately transcribe statements provided by parties and witnesses involved in the formal investigation process.
• Prepares official interview statements for Preliminary and Final Investigation Reports.
• Drafts official notices for parties involved in an OEC resolution process as required by the CSU Nondiscrimination Policy.
• Works with parties to initiate and facilitate the Informal Resolution.
• Assists Investigators in responding to agency complaints with CA Civil Rights Department, Office of Civil Rights, and Equal Employment Opportunity Commission.

Hearing Coordination:

• Serves as the primary Hearing Coordinator for cases set for hearing involving sexual misconduct.
• Coordinates sexual misconduct hearings with the Chancellor's Office and campus partners, including scheduling hearings, notifying parties and witnesses, providing materials to the Hearing Officer, coordinating videoconferencing, and managing related logistics. Serves as liaison between the parties and Hearing Officer regarding procedural matters and applies relevant CSU requirements and applicable legislation governing the hearing process.

QUALIFICATIONS:

• Bachelor's Degree - Or equivalent experience.
• A combination of five years of education and experience with Title IX, discrimination, harassment, and retaliation processes, and case management.
• Ability to exercise good judgment in decision-making and problem solving.
• Ability to research, gather, analyze and summarize information for complex data projects.
• Ability to synthesize and present information clearly and concisely in written, visual, and verbal formats.
• Expert knowledge in data collection and analysis techniques; statistics or social science research techniques; knowledge of common organization-specific computer application programs; knowledge of organizational principles and procedures involved in handling sensitive data.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently coordinate, organize, plan and perform work in various situations where numerous and diverse demands are involved.

PREFERRED QUALIFICATIONS:

• Three years of experience in a professional work setting, preferably in a higher education environment.
• Experience working in a confidential environment and supporting a high volume of interactions with staff and campus departments.
• Exceptional interpersonal and written communication skills, and the ability to work effectively and independently under pressure with defined time constraints.
• Ability to multitask and demonstrate sound judgment, discretion, decision-making, flexibility, and insight under a wide range of complex and evolving circumstances.
• Thorough knowledge of standard office procedures; comprehensive knowledge of university policies and procedures, particularly around equity and inclusion, and the ability to interpret and apply such policies and procedures independently to resolve problems, recommend solutions, and support the effective administration of equity and compliance programs.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,357 and maximum $13,360 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver's license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Conflict of Interest

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.



Advertised: August 28, 2026 (9:00 AM) Pacific Daylight Time
Applications close: September 13, 2026 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/561454/intake-coordinatorcase-manager





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